What are the responsibilities and job description for the Executive Assistant position at Schoel?
CLIENT SUMMARY
Since 1888, Schoel has been committed to bringing communities together. Schoel is the oldest engineering firm in the state of Alabama and is a member of the Alabama Engineering Hall of Fame. Schoel's passion is to serve their community and clients by providing technical excellence in and quality service on all projects. Schoel is a distinguished land development services firm specializing in civil engineering, landscape architecture, land surveying, environmental, water resources, utility infrastructure, 3D modeling and high- definition surveying services. Schoel is built around integrity, innovation, excellence and a desire to design projects that impact the community. Schoel’s culture of family extends beyond the walls of the office to their clients and has led to participation in some of the most challenging and recognizable projects in the state of Alabama. Schoel has offices in Birmingham, Tuscaloosa, and Huntsville, AL. Come be a part of a growing team that is transforming the communities they serve!
POSITION OBJECTIVE
Schoel is seeking an Executive Assistant to support the Executive Leadership Team (President, CFO, and Senior Vice President). This role includes managing schedules, emails, and correspondence, organizing weekly meetings, tracking action items to ensure accountability, and helping manage the strategic planning process. The EA will attend executive and senior management meetings to take notes and follow up on tasks, while also handling additional administrative duties as needed. This position requires organization, discretion, and proactivity, offering the chance to work closely with senior leadership and contribute to Schoel’s success.
POSITION KEY RESPONSIBILITIES
- Manage email correspondence for the President, CFO, and Senior Vice President, prioritizing key messages and ensuring timely follow-ups with clients, internal teams, and external partners.
- Attend bi-weekly Executive Leadership Team (ELT) meetings to take detailed notes, prepare agendas, and track action items, holding leaders accountable for deliverables.
- Join monthly Senior Management meetings to document discussions, track objectives, and ensure alignment across departments on project needs and business goals.
- Coordinate and schedule internal meetings requiring ELT involvement, ensuring all logistics and materials are prepared in advance.
- Assist in managing Schoel’s strategic planning process, supporting leadership in setting objectives, tracking progress, and driving initiatives.
- Provide support for client proposals, business development efforts, and project planning by organizing materials, tracking deadlines, and following up with relevant stakeholders.
- Act as a liaison between leadership and staff, checking in with team members to gather updates, address concerns, and maintain alignment on company priorities.
- Maintain organized systems for agendas, meeting notes, project needs, and follow-ups, ensuring seamless communication and execution across teams.
- Proactively support leadership in identifying opportunities for business development and growth, fostering collaboration across internal and external networks.
SKILLS & EXPERIENCE NEEDED
